Lesson #6 - Post Fees to an Individual Family

Review (Optional)

The sixth lesson in this Learning Series, Front Desk Staff, is designed to get you familiar with posting fees to a single family. You may wish to review the articles listed below before beginning.

The review articles in the bullet list below will open the Help article in a new tab. When you are finished reviewing the material, close the tab and return to this page to access the next article using the links below.

A detailed breakdown of the calculations can be accessed using the icon in the Details column of the Tuition Fees section.

You can edit the Tuition Post Date, Subtype, Orig Fee, or Disc fields as needed. Clear the Post check box if you do not want to post tuition fees at this time. Note: Edits made to the Org Fee or Disc are not updated in the Fee Details window.

The Post Enrollment screen also provides an opportunity to post enrollment fees other than tuition.

When posting a tuition fee, it's VERY important to select a Student and a Class. These details ensure that the Tuition Not Posted report, the Student > Search criteria "Has not had a tuition fee posted since", revenue reports, and other reports are more accurate.

In the Sale Summary section, select either option to save the fee.

If you click Save Fee, you are returned to the Transactions tab in the family's record.

If you click Save Fee & Pay Now, the Payment Transaction Entry window opens allowing you to post the payment.

Post Other Fees

There are two ways to post additional fees (other than class fees) to a specific family:

Decide where you would like to post the fees from. Select one of these two options shown:

From the Transactions Menu

Go to Transactions (menu) > Post Fees to a Family, this will open the Make Sale/Post Fees page. Proceed to step 2.

From a Family Record

Go to Families (menu) > Families and select the family you want to post a fee to. Once the family page is open click the Make Sale/Post Fees button. Proceed to step 2.

Complete the Family Details section.

Search for a family name if you used the Transaction menu to access the page.

The family will automatically populate if you started from a Family Record.

Change the Transaction Date when applicable.

Complete the Select Store Items if you have any store fees to include. See Make a Store Sale for details.

Complete the Post Fees section.Note: You can add an unlimited number of fees. Additional rows will display after the third fee is added.

Include tax by checking the Tax checkbox.Note: The tax rate is calculated using the tax rate you entered and saved in Tools > Edit Settings >Organization Defaults.

Choose a Session (optional, but highly recommended).

Choose a Student (optional).

Select a Class/Event from the drop-down if the fee is tuition related, or click the Magnifying Glass (Search) icon to select a Class/Event. If you add a class to this field, notice that the Category1 field adopts the Category1 assigned to that class. This is a safeguard to ensure the correct Category1 is used for the class tuition.

Add a Note (optional).

Click either the Save Fee & Pay Now button to save the fees and open a payment screen or the Save Fee button to save the fees without posting a payment. You can post the fees to the family at a later time.

Make a Store Sale

Watch a (2:23) video tutorial on Making a Store Sale

Jackrabbit gives you options when you want to make a sale from your store. You can post the fees to the family's account or accept immediate payments at the time of sale for store item(s).

Make a Sale/Post Fees

There are two ways to make a sale in Jackrabbit: from the Store menu or directly from a family record.

Go to Store (menu) > Make Sale or alternatively, open a family record and click the Make Sale/Post Fees button. Regardless of the access point you start from the procedure is the same.

From the Store Menu

This option allows you to choose a family or store.

From a Family Record

This option allows you to complete a transaction for a specific family.

Select a Store or Family.

Store - When you initiate your sale from the Store menu > Make a Sale , the default store information is automatically added to the Store Details section. If you have multiple stores the default is set to the first store that was added to Jackrabbit, as identified by the Store ID that was created for it at that time. The Store ID is located on the Summary tab of the Store record, on the bottom right. See Add Additional Store Accounts for more information.

Family - When you initiate your sale from a Family record > Make Sale/Post Fees button, the family's information is automatically added to the Family Details section.

Note: If the sale is for a different store or family, start typing into the Store/FamilySearch field. Jackrabbit will search for matches after the first letter is typed. A list of matches displays and the correct one can be selected. All Store accounts are listed with 'Store:' in front of the name to differentiate between stores and families. Stores show at the top of the list. To assist in finding the correct family, each account displays the store/family name and billing contact’s name and address.

Select Store Items. Enter the item number manually or use a barcode scanner. The item's price and details will appear on the transaction line when the item is selected. New rows are added automatically.

Select the Quantity (Qty). Use the up/down arrows to select the correct quantity. Once an item is selected the predetermined price will populate and the Discount and Amount fields become activated.Note: The tax is totaled in the Sale Summary section (top right).

Select Student, Class/Event and add a Note if applicable.

Add a Discount for the store item or click on the calculator icon.

The calculator icon opens up a Discount window where you can enter the discount amount, discount percentage or click on a Quick Discount button. The Quick discount buttons will calculate the correct amount.

Add fees in the Post Fees section (bottom) that are not store related when applicable.

Click on Save Fee & Pay Now or Save Fee to complete the transaction and move to payment options in the Payment Transaction Entry page.

Save Fee will only display when you initiate a sale from a Family record.

Save Fee & Pay Now button is visible if the transaction is for a Store account.

After clicking on Save Fee & Pay Now, if the family has a prior balance, you'll be asked if the full balance is being paid. If Yes is selected, then the full balance will appear as the payment amount. If No is selected, then only the amount of the transactions just entered will be the payment amount.

If you don’t see the Payment Transaction Entry page after clicking a payment button, check your pop-up blocker and allow the pop-up.

ePayments in Jackrabbit

Use Card/Acct on File - This will process the payment amount using the credit card/bank draft information on file (Family's Billing Info tab). This button is inactive for store accounts because they do not have credit cards on file.

Use New Card/Acct on File - Opens a pop-up window to enter the customer's credit card information.

Use Terminal Payment - The card can be swiped with a card swipe reader or the credit card information can be manually entered. When using the Store account, the card is processed for this transaction ONLY. No credit card information is saved.

When using a Family account, an option is offered to save the credit card information (if no card is currently on file) or replace the existing credit card (if a card is already on file).

If the Family Billing Contact has an email address, the email receipt confirmation is automatically sent to this email address unless the Do Not Send box is checked. To email a confirmation to another email address, enter the email address(es) in the space provided.

Print a Receipt

In the Payment Transaction Entry page, check the Receipt box. The receipt lists all fees related to the payment. e-Commerce payments include the approval code, transaction id code, and last 4 digits of the card number. Payment notes also appear on the receipt.

Receipts that are emailed with credit card transactions only include the total amount of the transaction.

Sample cash receipt shown below. You have the option to Print or Email the receipt from this window.

The Practice Database is refreshed each day at approximately 5:00 am Eastern Standard Time. Anything you enter will be erased at that time.

Post a fee to an individual family.

To post a fee to an individual family such as as Registration Fee, select a family and open the Family page.

Select the Make Sale/Post Fees button.

In the Post Fees section, select the Transaction Type such as Registration (Debit) in the Type field.

Select a Category1.

Enter an amount in the Orig Amount field and complete the remaining fields if appropriate (Discount, Session, Student, Class/Event, Note).

Select either the Save Fee or the Save Fee & Pay Now button.

QUIZ - Lesson #6 - Post Fees to an Individual Family

When you have worked through all of the articles outlined in the lesson plan, select the Take the Quiz button to be taken to the Lesson #6 Quiz where you can test your understanding of the concepts in this lesson. You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.

Optional Topics - Lesson #6

Review the following articles if they apply to your organization.

Student & Family Fixed Fees - Tuition

Watch a (2:03) video tutorial on Fixed Fees Overview

Jackrabbit gives you an option to create Fixed Fees to use when the tuition fee assigned to a class is not appropriate for a family or a specific student. These situations are considered unique or unusual and Fixed Fees should only be used under specific circumstances.

Business Scenario

You may offer an 'unlimited' tuition rate for students who take a large number of classes or hours of class. Save a Fixed Fee (on the family Billing Info tab or the student Summary tab) to force Jackrabbit to enter this fixed fee amount whenever tuition is posted using Post Tuition Fees. Regardless of what your Tuition Settings are,Jackrabbit will override them and post the Fixed Fee.

When used, a Fixed Fee overrides the process of calculating tuition fees for each class, and instead posts a Tuition Fee transaction to the family's account.

If a Family Fixed Fee is used for a family AND a Student Fixed Fee is used for a student within the same family, both fixed fees will post. To avoid double posting, use Family OR Student Fixed Fees consistently.

Family Fixed Fees

A Family Fixed Fee is a useful option when the family's tuition amount doesn't follow the typical criteria, when you don't have consistent pricing for groups of families, or when a family receives a flat rate for unlimited classes. When using Post Tuition Fees (Transactions menu) the Fixed Fee will post as a single fee transaction regardless of class tuition fees for any enrolled students and regardless of any multi-student or multi-class discounts.

To add a Family Fixed Fee:

In the Family record select the Billing Info tab.

Enter an amount in the Family Fixed Fee field.

Select a Category 1 for the fee.

Assign an Exp Date (optional).

Add a Note (optional).

Save Changes.

If you want to remove a Fixed Fee, clear all information in the Fixed Fee fields and save the changes. Entering a 0 or 0.00 will post a tuition fee of $0.00.

Clear Fixed Fees

A Jackrabbit User with the User ID permission Clear Family User Defined Fields and Family/Student Fixed Fees and Discounts (in the Families category of permissions) can clear all Family Fixed Fees that are currently assigned to your families. This option is found in the Tools menu.

Important Notes about Family Fixed Fees

A Fixed Fee may include tuition for classes that are in different Category 1s, however, you can only assign one Category 1 to the fee. Consider adding a Category 1 drop-down value specifically for Fixed Fee tuition revenue.

Fixed Fees can be set to expire on a specified date. After an expiration date has passed, the Fixed Fee will be ignored when posting tuition fees.

The Fixed Fee may need to be updated if a student adds/drops a class. You will be given the option to update the fee during the enroll/drop process.

Use Search from theFamiliesmenu to create a list of families who have Fixed Fees by setting Has Family Fixed Feeto Yes. Create a list of families who have a Fixed Fee that has expired by setting Has Family Fixed Fee toExpired.

Student Fixed Fees

When the tuition/discount calculation for a single student is too complex, or just doesn't 'fit', use a Student Fixed Fee to set the tuition amount to a fixed amount. When a student has a Fixed Fee and you use Post Tuition Fees (Transactions menu), this amount will be posted as a single tuition fee transaction regardless of the class tuition fees and regardless of any multi-student or multi-class discounts.

To add a Student Fixed Fee:

In the Student record, select the Summary tab.

Enter an amount in the Student Fixed Fee field.

Choose a Fixed Fee Category1.

Add a Note (optional).

Save Changes.

If you want to remove a Fixed Fee, clear all information in the Fixed Fee fields and save the changes. Entering a 0 or 0.00 will post a tuition fee of $0.00.

Clear Fixed Fees

A Jackrabbit User with the User ID permission Clear Family User Defined Fields and Family/Student Fixed Fees and Discounts (in the Families category of permissions) can clear all Student Fixed Fees that are currently assigned to your students. This option is found in the Tools menu.

Important Notes about Student Fixed Fees

If a Family Discount is saved on a family's Billing Info page, it will be applied to the Student Fixed Fee.

The Additional Discount (at the bottom of Transactions > Post Tuition Fees) is applied to a Student Fixed Fee.

A Fixed Fee may include tuition for classes that are in different Category 1s, however, you can only assign one Category 1 to the fee. Consider adding a Category 1 drop-down value specifically for Fixed Fee tuition revenue.

Fixed Fees can be set to expire on a specified date. After an expiration date has passed, the Fixed Fee will be ignored when posting tuition fees.

The Fixed Fee may need to be updated if the student adds/drops a class. You will be given the option to update the fee during the enroll/drop process.

One student in a family can have a Fixed Fee while another does not. In this case, the Student Fixed Fee will post for one student and the regular tuition rates will post for the other when using Post Tuition Fees.

If a family has a Family Fixed Fee and a student within the family has a Student Fixed Fee, both of the Fixed Fees will post when you use Transactions > Post Tuition Fees.

Use Search from the Students menu to create a list of students who have Fixed Fees by setting Has Fixed Fee to Yes. Create a list of students who have a Fixed Fee that has expired by setting Has Fixed Fee to Expired.

QUIZ - Optional - Lesson #6 - Post Fees to an Individual Family

When you have worked through all of the articles outlined in the lesson plan, select the Take the Quiz button to be taken to the Lesson #6 Quiz where you can test your understanding of the concepts in this lesson. You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.